Job Purpose:
Provides high-level administrative support by managing schedules, communications, and confidential tasks. This is a full-time role, requiring a proactive approach to ensure the smooth running of daily operations and strategic initiatives.
Qualifications: A bachelor's degree in business administration, communications, or a related field.
Experience: At least 2+ years of experience in an administrative assistant or similar role.
Roles, Responsibilities, and Duties:
Calendar & Schedule Management:
- Manage complex schedules, prioritizing meetings, events, and travel arrangements.
- Coordinate with internal and external stakeholders to arrange appointments and ensure timely responses.
- Anticipate and adjust schedules as necessary to accommodate changing priorities and urgent matters.
Communication & Correspondence:
- Act as the liaison by managing emails, calls, and other communications, ensuring prompt responses.
- Draft, proofread, and distribute high-level correspondence, presentations, and reports.
Meeting Preparation & Documentation:
- Prepare agendas, presentations, and briefing materials for meetings.
- Attend key meetings, take detailed minutes, and track action items.
- Follow up with relevant stakeholders to ensure timely completion of post-meeting tasks.
Travel Planning & Coordination:
- Organize and manage domestic and international travel, including flights, accommodations, and itineraries.
- Coordinate with third parties for visas, transportation, and other travel-related logistics.
- Ensure all travel plans are aligned with the schedule and business priorities.
Project & Task Management:
- Support in managing special projects, coordinating with different departments to ensure progress.
- Track deadlines and milestones, providing updates on key initiatives.
- Collaborate with the executive team to ensure delegated tasks are executed effectively.
Confidential Support & Relationship Management:
- Handle sensitive and confidential information with the utmost discretion and professionalism.
- Build strong relationships with board members, clients, and key stakeholders, acting as a trusted point of contact.
- Represent the Group Operations office in interactions with internal teams and external partners, ensuring a professional image.
Competencies:
Organizational & Time Management Skills:
- Exceptional ability to manage multiple tasks and priorities simultaneously while maintaining attention to detail.
- Expertise in coordinating complex schedules, travel plans, and high-level meetings.
Communication & Interpersonal Skills:
- Strong written and verbal communication skills, with the ability to draft professional correspondence and reports.
- Excellent interpersonal skills, able to liaise with senior executives, clients, and key stakeholders diplomatically.
Problem-Solving & Decision-Making:
- Ability to anticipate the needs of the executives and resolve issues quickly and efficiently.
- Proactive in addressing challenges and offering solutions that support executive priorities.
Discretion & Confidentiality:
- Proven ability to handle sensitive and confidential information with professionalism and discretion.
- Trustworthy and reliable, acting as a gatekeeper for the Group Operations office.
Technological Proficiency:
- Advanced skills in using digital tools for scheduling, document preparation, and project tracking.
- Familiarity with virtual meeting platforms and other collaboration tools.
Leadership & Relationship Management:
- Strong leadership qualities, capable of coordinating with other executive assistants and cross-functional teams.
- Excellent relationship-building skills, ensuring smooth communication between the Group Operations office and internal/external stakeholders.
